Summary
A stocktake records the inventory you have on hand so Edify can calculate accurate COGS. Before your first count, set up your counting zones - see Setting Up Storage Areas.
Open Stock from the left-hand menu. The page shows a quick summary (how many are currently open and how many need closing) and tabs for Open, Submitted, Closed, and All. Each row shows the site, status, when it was submitted and by whom, its value, and stock movement.
A stocktake moves through three stages: Open (ready to be, or in process of being counted), Submitted (counted, COGS calculated, still editable), and Closed (locked).
Starting and counting
Select your site using the switcher (top left).
Open Count Stocktake and select the Open stocktake
Work through each storage area (the tabs across the top) and enter what you count.
Select Save as you go to keep your progress - the button shows how many changes are pending and confirms once Saved.
Use the Notes field on the stocktake to record anything worth flagging for whoever reviews it.
When every area is counted, select Submit.
Each item can be counted in more than one unit — for example, eggs by the each and by the Pack, or flour by kg, g, and Bag. Edify adds them together and shows the running total and value on the right of each item.
💡 You don't have to count areas one by one. Several people can count different areas at the same time - just make sure nobody selects Submit until all counting is finished. If you're interrupted, Save preserves progress without submitting.
Your stocktake date
Edify uses the submitted date as your stocktake date and starts calculating COGS from there. The date you started counting isn't used.
Product details are locked at submission
When you submit, Edify takes a snapshot of every product, recipe, and master product detail - prices, pack type, pack quantity, single item volume/weight, and unit of measure. These are frozen for that stocktake, so editing a product afterwards won't change it.
⚠️ Check your product setup is correct before submitting. If you spot an error afterwards - a wrong price or unit of measure - contact the support team, as frozen values can't be changed directly.
If you would like to print off your stocktake sheet go into an Open stocktake and click "Stock Sheet". This has to be done per Storage Areas.
Reviewing a submitted stocktake
Reviewing is your chance to catch errors before the data is locked. Managers and Admins can review and close a stocktake; editing the counted figures needs Admin permissions, or a Manager with Edit a submitted stocktake.
Open Stock, go to the Submitted tab, and open the stocktake - it opens as Stocktake review.
Check the figures across All storage areas (or area by area).
Adjust counts if needed
Edit the Date (the pencil next to it) or Notes, and Save.
If a value is incorrect due to a product's pack type, pack quantity, single item volume/weight, or unit of measure please contact the support team for assistance.
If an item was missed from the initial count click Edit items. From here you can search for products and recipes to add into the Submitted stocktake and input the count.
💡 Reset reverts your review edits back to the originally submitted values if you want to start over
Once at least two stocktakes have been submitted, you can check variances in your COGS report as soon as this one is submitted - this is a good way to spot discrepancies before closing.
Closing a stocktake
Closing locks the stocktake for good and keeps your data consistent.
From the Stocktake review screen, select Close stocktake.
Download the completed stocktake any time from Reports.
⚠️ A closed stocktake can't be edited. If you closed one too early or submitted before you were ready, contact the support team to reopen it.